University of St Andrews Aptos10 User Notes
Contents Revision History... 2 1. Purchase Order Enquiries... 3 1.1. Purchase Order Enquiries using the PO enquiry screen... 3 1.2. Purchase Order Enquiries using the PO entry screen... 3 1.3. Once the Purchase Order is retrieved:... 4 2. Accounts Payable Invoice Enquiries... 6 2.1. Supplier Enquiry... 6 2.2. Invoice enquiries via Invoice List Process... 8 3. Viewing Scanned Images... 11 3.1. Images or documents available to view... 12 3.2. No images or documents available to view... 13 3.3. Incorrect Documents... 13 1
Revision History Version Date Author Comments 1 14/03/2006 Karen Porteous 2 27/03/2006 M.L. Woodcock-Kroble 3 01/05/2007 Karen Porteous 4 14/12/2009 Ian Fowler 5 23/11/2015 Karen Porteous Revised for Aptos10.05 2
1. Purchase Order Enquiries 1.1. Purchase Order Enquiries using the PO enquiry screen PO Management Purchase Ordering PO Enquiries PO List Enquiry Enter the relevant details for the required search Click either of the 2 following buttons: PO - Selects all POs matching the search criteria summarised at Purchase Order level. For more information on any particular PO, drill down to the main PO screen. PO Line - Displays all lines matching the search criteria on a PO line by line basis. Again, you can drill down to the main PO screen. 1.2. Purchase Order Enquiries using the PO entry screen PO Management Purchase Ordering Update Purchase Orders CLEAR the screen Enter search criteria in at least one of the following fields: 3
PO Prefix Type your PO prefix. PO number Enter the PO number (with or without the prefix) Title Enter part of the PO Title, with a wildcard. This field is case sensitive. Vendor Enter the Vendor Code, or part of the code and a wildcard PO Date Enter PO date Location Enter the delivery location Buyer This is actually the user who will Approve the Purchase Order. Enter the username of the buyer RETRIEVE A set of POs is returned which fits the search criteria you entered. Use PAGE UP and DOWN, or NEXT and PREVIOUS OCCURRENCE, to scroll through your POs. 1.3. Once the Purchase Order is retrieved: Click once on the PO line on which you want to enquire in the lower part of the screen Select Invoices, Receipts or Returns from the ENQUIRIES menu. Whichever option you select, you can access the other enquiries by clicking on the appropriate tab. All 3 enquiries show the same information in the top part of the screen - PO amount and quantity, quantity received, quantity returned, invoice amount and invoice quantity. There are also 3 tick boxes - receivable, fully received and fully invoiced. Note that the fully invoiced box may remain unticked even when the invoice has been input. Invoice enquiries The invoice details are shown in the bottom half of the screen, including the invoice status eg Scheduled for Payment or Paid. Scheduled for Payment means the invoice is due to be paid in the next payment run. From this screen, you can drill down to the invoice entry screen. This screen shows all lines of the invoices, and you can check the accounts to which the lines were charged on the accounts tab. While on the Invoice Enquiries screen, you could: Select Payments from the ENQUIRIES menu, to view the payments screen showing payments made against that invoice. ACCEPT out to return to the PO enquiries screen. 4
Receipt enquiries In the bottom part of the screen, the details of the receipts for that PO are shown. Drilling down takes you into the Receipt screen. ACCEPT out to return to the PO enquiries screen. Return enquiries Details of the Returns are shown in the bottom part of the screen. Drilling down takes you to the Returns screen. ACCEPT out to return to the PO enquiries screen. 5
2. Accounts Payable Invoice Enquiries 2.1. Supplier Enquiry Accounts Payable Suppliers Supplier Enquiries Supplier Enquiry Enter the supplier code in the Supplier field. If you don't know the code Click on the down arrow CLEAR Enter either the prefix, the first few letters of the vendor name and wildcard or part of the supplier name ensure you enter a wildcard around this SEARCH The matching vendors will be displayed. Double click on the vendor on which you wish to enquire, to take you back to the enquiry screen. RETRIEVE The vendor code and name appear in the lower part of the screen. Select the appropriate match types for your search 6
Unmatched and part matched (default) this will show all outstanding invoices and credit notes Matched this will show all paid invoices and credit notes and the payments Enter a date range if required Click on the Transactions tab. Transactions matching your search criteria will be displayed Click on the relevant column headings, to sort by date, reference (invoice number), amount or outstanding amount. Clicking once sorts in ascending order Clicking again sorts in descending order. You can now scroll through the list to find the invoice in question more easily. Narrowing your search In many cases, there will be a large number of invoices for the supplier, so you may wish to search for a particular invoice: Hovering over the column name will cause a filter icon to appear in the top right of the column name Click on the filter and a list will be displayed To understand the enquiry screen better, bear the following in mind: The trx type is the type of entry. API is an Invoice APC is a credit note APB is a BACS payment (directly into the vendor's bank account) APQ is a cheque payment. The reference field contains API the supplier invoice number APC the supplier credit note number APB the BACS reference number 7
APQ the cheque number Drilling down on the reference number for an invoice or credit note will take you to the invoice entry screen from where it is also possible to view a scanned copy of the invoice (see section 3) In the Transaction Amount column Dr refers to a credit note Cr is an invoice. The trx amount column shows the value of the invoice / credit note / payment and needs to be read in conjunction with the currency Within the paid column Y the invoice or credit note has been included on a payment run and been fully settled. The o/s trx amount column will be 0.00 for these P the invoice or credit has been included on a payment run but only partially settled. The amount in the o/s trx amount column is the amount remaining to be settled Drilling down on the entry in the paid column indicates which match batch the entry was included in. Drilling down on the match batch will show the details of the payment the entry was included in. If an invoice is unpaid, Accounts Payable will be able to advise why and when it is likely to be paid. All supplier queries about payment should be directed to Accounts Payable Within the mismatch column Y indicates this invoice is in mismatch. It will not be paid until the mismatch has been cleared 2.2. Invoice enquiries via Invoice List Process Accounts Payable Supplier Invoices AP Supplier Enq Creditor Invoice List Process 8
Complete at least one of the selection criteria. Any known information can be used but the most common criteria are Invoice Enter the invoice / credit note number you are looking for Part of a number can be entered but remember to use a wildcard Type If known, select the type of invoice / credit note In most cases all will be selected Status If known, select the status of the invoice / credit note In most cases all will be selected Click on the invoice list enquiry tab Invoices / credits matching your search criteria will be shown To understand the enquiry screen better, bear the following in mind: The invoice reference field contains the supplier invoice / credit note number Drilling down on the reference number for an invoice or credit note will take you to the invoice entry screen from where it is also possible to view a scanned copy of the invoice (see section 3) Status this is the status of the invoice REG registered AUT authorised SFP scheduled for payment PAY paid Gross Invoice Total is the total of the invoice / credit note 9
Dr refers to a credit note Cr is an invoice. The in workflow column indicates that the invoice in currently in workflow for approval by the appropriate budget holder or delegated authority 10
3. Viewing Scanned Images Aptos10 User Notes Retrieve the invoice you wish to look at via a PO enquiry (see section 1) or an AP enquiry (see section 2) Click the VIEW DOC icon If this is not visible Select CYCLOPS from the INTERFACES menu The cyclops viewer will open 11
3.1. Images or documents available to view A list of documents, linked to the chosen invoice, is in the top right corner of the screen. Double-click on the document/image you want to view The document appears in the lower half of the screen, with a list of thumbnails corresponding to the pages in the document. Click each thumbnail in turn, to view a larger version of the page. To print a copy of the document Select the appropriate print option To save a local copy of the document: Click the export documents to file option Select which documents you wish to export 12
Navigate to a folder on your PC or shared drive (all shown as CLIENT drive letters) SAVE A copy of the document is now saved When you ve finished looking at the linked documents: Close the screen to return to the Vendor Invoice screen 3.2. No images or documents available to view If there aren t any invoice images or other documents linked to this invoice, the document viewer window contains the following message next to the invoice reference number: Close the screen to return to the Vendor Invoice screen 3.3. Incorrect Documents If there is an incorrect image attached to an invoice, please email accpay@st-andrews.ac.uk, quoting the reference number of the invoice, and the Accounts Payable team will look into this further 13